How to Set up a professional email address for your business

You've invested in a custom domain and built a beautiful website. But if you're still using a Gmail or Yahoo address with your personal name, you're undermining the professional presence you've worked to create.

A professional email address is one of the simplest ways to build credibility with potential clients. When someone sees you emailing from hello@yourbusiness.com instead of yourname123@gmail.com, it signals that you're serious about your work. It's a small detail that makes a significant difference in how people perceive your business.

The challenge is that setting up business email can feel technical and overwhelming, especially when you're trying to focus on serving your clients. This guide walks you through the most popular options and gives you a complete roadmap for setting up Google Workspace through Squarespace, which is what I recommend for most small business owners.

Why Your Business Needs a Professional Email Address

Before we get into the how, let's talk about why this matters.

When you email a potential client from a free email service, you're asking them to trust you with their money and their business needs while using an email address that anyone can create in thirty seconds. It doesn't match the professionalism of your website or the quality of your services.

A custom domain email address builds trust immediately. It shows you've invested in your business infrastructure. It makes it easier for clients to remember how to reach you. And it keeps your personal and business communications separate, which becomes increasingly important as your business grows.

Beyond credibility, a professional email system gives you better organization, more storage, and tools that actually support how you work. You can create multiple addresses for different purposes (hello@, info@, support@), set up professional signatures, and manage everything from one dashboard.

Understanding Your Email Hosting Options

You have several choices when it comes to business email. The right option depends on your technical comfort level, budget, and how you plan to use email in your business.

Free Email Providers (Gmail, Outlook, Yahoo)

These are what most people start with because they're familiar and free. You can use them for business, but you're limited to generic addresses that don't include your domain name. While better than nothing, they don't give you the professional presence your business deserves.

The only time I recommend sticking with a free provider is if you're still in the validation phase of your business and haven't committed to a domain name yet. Once you have a domain, it's time to upgrade.

Domain Registrar Email

Many domain registrars (like GoDaddy, Namecheap, or Google Domains) offer email hosting when you purchase a domain. This is usually inexpensive, sometimes just a few dollars per month per user.

The downside is that these solutions often have limited storage, basic interfaces, and minimal features. They work if you have simple email needs and a very tight budget, but most business owners outgrow them quickly. The interface rarely matches the polish of dedicated email services, and support can be inconsistent.

Google Workspace (formerly G Suite)

Google Workspace gives you professional email using Gmail's interface, along with Google Drive, Calendar, Docs, Sheets, and Meet. Plans start at $6 per user per month. This is what I use in my business and what I recommend to most clients.

The interface is familiar if you've used regular Gmail, which means minimal learning curve. You get generous storage, excellent spam filtering, and reliable uptime. The additional Google tools integrate seamlessly with your email, making it easy to schedule meetings, share files, and collaborate with clients or team members.

Microsoft 365 (formerly Office 365)

Microsoft 365 includes business email through Outlook, plus Word, Excel, PowerPoint, OneDrive, and Teams. Plans start around $6 per user per month. This is ideal if you already use Microsoft products extensively or if your industry relies heavily on Office applications.

The Outlook interface is robust but can feel more complex than Gmail. If you're comfortable with Microsoft's ecosystem and prefer desktop applications over web-based tools, this might be your best choice.

Email Marketing Platforms with Email Hosting

Some email marketing tools offer business email hosting as part of their plans. This can seem convenient, but I generally don't recommend combining these services. Email marketing and business email serve different purposes and have different deliverability considerations. Keep them separate.

Why I Recommend Google Workspace (Especially Through Squarespace)

For most small business owners and solopreneurs, Google Workspace offers the best balance of functionality, ease of use, and value. You get professional email with a familiar interface, ample storage, and a full suite of productivity tools that integrate seamlessly.

If your website is on Squarespace, setting up Google Workspace directly through your Squarespace dashboard is the simplest path. Squarespace handles the technical setup automatically, connecting your domain to Google Workspace without requiring you to manually configure DNS records or MX records.

This integration means you're not jumping between different dashboards or trying to troubleshoot connection issues. Everything lives in one place, and if you need support, Squarespace can help you with the entire setup rather than pointing fingers between different service providers.

The cost is the same whether you purchase Google Workspace directly from Google or through Squarespace. You're not paying extra for the convenience of integrated setup. You're simply choosing a path that removes technical barriers.

What You Get with Google Workspace

Let's look at what you're actually getting when you invest in Google Workspace.

Professional Email

You can create email addresses using your domain (like hello@yourbusiness.com). Each user on your plan gets their own mailbox with generous storage. The Business Starter plan includes 30GB per user, which is plenty for most small businesses.

The Gmail interface gives you powerful search, excellent spam filtering, labels for organization, and the ability to create filters that automatically sort incoming messages. You can access your email from any device, and changes sync instantly across all platforms.

Google Drive

Every user gets shared cloud storage included in their plan. You can store files, share them with clients, and collaborate on documents in real-time. The Business Starter plan includes 30GB of pooled storage across your organization.

Drive integrates directly with your email, making it simple to attach files or share links without worrying about attachment size limits. Files you share maintain consistent permissions, and you can see exactly who has access to what.

Google Calendar

Professional calendar tools let you schedule meetings, set availability, and share calendars with team members or clients. You can create separate calendars for different aspects of your business and overlay them to see your complete schedule at a glance.

Calendar integrates with Gmail, automatically detecting events in your emails and offering to add them to your calendar. You can send meeting invitations that recipients can accept directly from their inbox, and their response automatically updates your calendar.

Google Docs, Sheets, and Slides

These web-based applications replace the need for separate word processing, spreadsheet, and presentation software. Multiple people can work on the same document simultaneously, and all changes save automatically to Drive.

For client proposals, project plans, budget tracking, and presentation materials, these tools handle most business needs. They're not as feature-rich as desktop applications like Microsoft Word or Excel, but they cover 90% of what most small businesses require.

Google Meet

Video conferencing is included in all plans, allowing you to host client meetings, consultations, or team calls. Meetings can accommodate up to 100 participants on the Business Starter plan, with longer meeting durations available on higher tiers.

Meet integrates with Calendar, so you can schedule video meetings and send invitations directly from your calendar interface. Participants can join from any device without downloading additional software.

How to Set Up Google Workspace Through Squarespace

Here's your complete roadmap for setting up professional email through Squarespace. This assumes you already have a Squarespace website with a custom domain connected.

Step One: Access Your Squarespace Dashboard

Log in to your Squarespace account and navigate to the website where you want to add email. From your dashboard, go to Settings, then click on Domains. You'll see your connected domain listed here.

Click on the domain you want to use for email. This opens the domain settings panel where you can manage everything related to that domain.

Step Two: Choose Google Workspace

In your domain settings, look for the Email section. Squarespace will show you the option to connect Google Workspace. Click "Get Started" or "Connect Google Workspace."

You'll see the available plans. The Business Starter plan ($6 per user per month) works for most small businesses. It includes everything outlined above with 30GB of storage per user. If you need more storage or additional features like advanced security controls, you can choose a higher tier, but start with Business Starter unless you know you need more.

Step Three: Create Your Account

Squarespace will guide you through creating your Google Workspace account. You'll choose your first email address (this will be your admin account) and create a password. Choose something secure but memorable.

Your admin account has special permissions to manage other users, adjust settings, and control access. Even if you're a solopreneur, you'll want this account set up properly. You can always create additional addresses later for different purposes.

Step Four: Verify Your Domain

Squarespace handles domain verification automatically in most cases. This step confirms that you own the domain and authorizes Google Workspace to send and receive email using it.

If automatic verification doesn't work, you may need to add a verification record to your domain's DNS settings. Squarespace provides clear instructions if this is necessary, but it's rare when setting up through their integrated system.

Step Five: Configure MX Records

MX records tell the internet where to deliver email sent to your domain. Squarespace automatically configures these records when you set up Google Workspace through their platform.

You don't need to understand the technical details. Just know that this is happening in the background, and it's why setting up through Squarespace is simpler than setting up directly with Google. The integration removes the manual configuration step.

Step Six: Access Your New Email

Once setup is complete, you can access your email at mail.google.com or gmail.com by signing in with your new business email address and password. The interface looks just like regular Gmail, but you're using your professional domain.

I recommend bookmarking the Gmail page and setting up the Gmail app on your phone. You can add multiple accounts to the app if you still maintain a personal Gmail address, and switch between them easily.

Step Seven: Set Up Your Profile and Signature

Take a few minutes to complete your profile in Google Workspace. Add a professional photo, set your display name as you want it to appear to recipients, and create an email signature.

Your signature should include your name, business name, website, and any other relevant contact information. Keep it clean and simple. You can add your signature in Gmail settings under the General tab.

Creating Additional Email Addresses

Most businesses benefit from having multiple email addresses for different purposes. Common examples include hello@yourbusiness.com for general inquiries, info@yourbusiness.com for information requests, and support@yourbusiness.com for client questions.

In Google Workspace, you have two options for additional addresses: create new users or set up aliases.

New Users

Each new user gets their own mailbox, storage, and access to all Google Workspace tools. This makes sense when you have team members who need their own separate email accounts. Each additional user adds to your monthly cost ($6 per user on the Business Starter plan).

To add a user, go to admin.google.com and sign in with your admin account. Navigate to Users, click Add User, and follow the prompts to create their email address and set their initial password.

Email Aliases

An alias is an additional email address that delivers to an existing user's mailbox. For example, you might have hello@yourbusiness.com and info@yourbusiness.com both delivering to the same inbox. This costs nothing beyond your base plan.

Aliases work well for different purposes that the same person manages. They help you organize incoming mail and present different contact options to clients without paying for multiple users.

To create an alias, go to admin.google.com, click on the user who should receive the alias mail, scroll to Aliases, and click Add Alias. Enter the email prefix you want, and it's active immediately.

Migrating from Your Old Email

If you're already using a different email address for your business, you'll want to migrate your existing emails and contacts to your new Google Workspace account.

Google provides a data migration tool that can pull emails, contacts, and calendar events from your previous provider. Access this through admin.google.com under Data Migration. You'll need to know your old email provider's server settings, which you can usually find in their support documentation.

For a simpler approach, you can use Gmail's built-in import feature. In Gmail settings, go to Accounts and Import, then click "Import mail and contacts." Enter your old email address and follow the steps. This works particularly well if you're migrating from another Gmail account, Yahoo, or Outlook.

During the migration period, consider setting up forwarding from your old address to your new one. This ensures you don't miss any messages while people transition to using your new email address. Most email providers offer forwarding in their settings.

Setting Up Email on Your Phone and Computer

Your email should be accessible wherever you work. Setting up your Google Workspace email on all your devices ensures you stay connected without being chained to one location.

On Your Phone

Download the Gmail app from your phone's app store. Open the app and select "Add Account." Choose Google, then sign in with your business email address and password. Your email, calendar, and contacts will sync automatically.

If you prefer, you can also add your account to your phone's built-in mail app. Go to your phone's settings, find Mail or Accounts, and add a new Google account. This integrates your email with your phone's native mail application.

On Your Computer

You can access Google Workspace email through any web browser at gmail.com. There's no software to install unless you prefer using a desktop email client like Apple Mail or Outlook.

If you want desktop access without a browser, consider using the Gmail desktop app or adding your account to an email client. Most email applications support Google accounts through IMAP. You'll find the server settings in your Google Workspace admin console if needed.

Best Practices for Professional Email Management

Having a professional email address is just the start. Managing it well makes the difference between email that serves your business and email that overwhelms you.

Set Up Filters and Labels

Use Gmail's filters to automatically organize incoming messages. You can create filters that label messages from specific clients, move newsletters to a folder, or flag urgent emails. This keeps your inbox organized without manual sorting.

To create a filter, click the search options button in Gmail's search bar (the icon with three horizontal lines). Set your criteria, click "Create filter," and choose what action to take on matching messages.

Use a Professional Signature

Your email signature is a small but important branding touchpoint. Include your name, title, business name, website, and phone number if you want clients to have it. Keep the formatting simple and avoid images or logos that might not display correctly for all recipients.

Consider adding a single line about what you do, especially if you have a business name that doesn't immediately convey your services. Something like "Custom website design for wellness practitioners" gives context.

Respond Promptly But Set Boundaries

Professional email management means responding to client inquiries within a reasonable timeframe, typically within 24-48 hours during business days. This builds trust and shows you're reliable.

However, professional doesn't mean instantly available. Set boundaries around when you check email and communicate these boundaries if necessary. You don't need to respond to every message within an hour. Batching email checks helps you stay productive without being constantly reactive.

Archive Rather Than Delete

Gmail gives you essentially unlimited storage, so there's rarely a reason to delete messages. Instead, archive emails once you've dealt with them. This keeps your inbox clean while preserving the message history in case you need to reference it later.

Hit the archive button (or press 'e' on your keyboard) to remove messages from your inbox without deleting them. They remain searchable and accessible through Gmail's search function.

Use Templates for Common Responses

If you find yourself writing similar emails repeatedly, create templates for common scenarios. Gmail's templates feature (called "Canned Responses" in settings) lets you save message templates you can insert with a few clicks.

This is useful for inquiry responses, booking confirmations, or any other messages you send regularly. Templates ensure consistency while saving you time.

Troubleshooting Common Issues

Even with Squarespace handling the technical setup, you might encounter occasional issues. Here are solutions to the most common problems.

Email Not Sending or Receiving

If email isn't working after setup, wait a few hours. DNS changes can take up to 48 hours to propagate across the internet, though it's usually much faster. Squarespace will show you the status of your Google Workspace setup in your domain settings.

If it's been more than 48 hours, check that your MX records are configured correctly. In Squarespace's domain settings, look at the Advanced DNS section and verify that Google Workspace MX records are present. Contact Squarespace support if something looks wrong.

Can't Access Admin Console

You need to be logged in with your admin account to access admin.google.com. If you're seeing a permissions error, make sure you're using the correct account. Your admin account is the first email address you created when setting up Google Workspace.

Messages Going to Spam

If your legitimate emails are landing in recipients' spam folders, you may need to configure additional authentication records. SPF, DKIM, and DMARC records help verify that emails from your domain are legitimate. Squarespace sets up basic records automatically, but you can add additional authentication through the Advanced DNS settings if needed.

Storage Running Low

The Business Starter plan includes 30GB of pooled storage. If you're approaching this limit, you can upgrade to a higher plan with more storage, or clean up your Drive and email to free space. Delete large attachments you no longer need and empty your trash folder.

Is Google Workspace Worth the Investment?

A monthly cost of $6 per user might feel like another business expense when you're watching your budget carefully. Let's put this in perspective.

You're spending less than the cost of two specialty coffees per month to present a professional image to every client who emails you. You're getting reliable email that won't randomly block messages or lose your data. You're accessing tools that help you run your business more efficiently. You're avoiding the technical headache of managing email infrastructure yourself.

For most small business owners, this is one of the clearest return-on-investment expenses you can make. The credibility alone justifies the cost, and the additional tools often replace other software you might otherwise purchase separately.

If $6 per month genuinely strains your budget, you're probably better served focusing on business development and revenue generation before worrying about professional email. But once you're bringing in any consistent income, this investment makes sense.

Your Next Steps

Setting up professional email doesn't have to be complicated. If you're on Squarespace, the integrated Google Workspace setup removes most of the technical barriers.

Start by deciding which email addresses you need. Most businesses begin with one primary address like hello@yourbusiness.com. You can always add more later as your needs evolve.

Then, follow the setup steps in your Squarespace dashboard. The process takes about fifteen minutes, though DNS propagation means your email might not be fully functional for a few hours after setup.

Once your email is active, set up your signature, configure your phone, and start using it. Update your contact information on your website and any other places clients might look for it. Send a few test emails to make sure everything works as expected.

Professional email is one of those business infrastructure elements that seems small but makes a measurable difference in how clients perceive you. It's not about pretending to be something you're not. It's about presenting your business with the same care and intention you bring to your actual work.